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Examples of Japanese business letters - Notification of damaged goods

This is an example of a typical Japanese business letter. The choice of words and expressions, level of politeness and format are all very important. I have tried to keep my translation as close to the original meaning as possible. As you can see below, the same kind of letter written in Canada or United States would be different in many ways.

Real Japanese

株式会社BBB商会                               平年  年  月   日
村橋

.                                                                     株式会社AAA商店
.                                                                     営業第一課 山本 みほ
損害品のお知らせ

拝啓  貴社ますますご精栄のことお慶び申し上げます。

さて、 10月5日付にてご注文いたしましたつぼ50個、本日着荷いたしました。CCC運送の運転手立会いのもとで、荷を解きましたところ、5個ばかりビビ割れたようです。

至急代替品を送りいただくようお願い申し上げるのとともに、損傷品は、当社の倉庫に保管しておきますので、貴社にて損傷程度をお調べのうえ、ご処置いただければ幸いです。

とり急ぎお知らせまで。

敬具

English Translation

Notification of Damaged Goods

Dear Sir, we are happy that your company’s business is flourishing.

The 50 urns we ordered on October 5th arrived today. While in the presence of the driver of CCC Delivery Company the urns were untied from the truck. Five of the urns appeared to have cracks in them.

Could you please quickly send replacements for the damaged goods. We will store the urns in our warehouse so that your company can examine the extent of the damage to the urns. We would appreciate it if you would take the appropriate measures in dealing with this problem.

P.S. This is a quick note to tell you what has happened.

Sincerely,

Japanese Language Points

There are a number of conventions that have to be followed when writing a business letter in Japanese.

The company name and person receiving the letter is written on the top left side.

The company name and person sending the letter is written on the right side.

These two expressions are used in formal business letters in Japan
拝啓- Dear Sir
敬具- Sincerely

貴社ますますご精栄のことお慶び申し上げます。 When contacting a company for the first time, this kind of greeting is always used in business letters in Japan.

Using polite Japanese is the norm in business correspondence.
The polite Japanese form is on the left and the common Japanese form is on the right.
いたしました- した
送りいただくようお願い申し上げる- 送ってください
いただければ幸いです- してください

とり急ぎお知らせまで。- While this expression may seem redundant, it is often used in Japanese business letters.

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